UW System Administrative Policy 430 (formerly 1205 (ANS))

Travel & Expense – Purchase & Payment Miscellaneous Travel Expenses

Effective: October 5, 2015

Revised: June 18, 2024

This policy applies to any miscellaneous travel expenses paid on behalf of or reimbursed to employees, students, contractors, invited guests, other non-employees with University funds.

Introduction

This policy has been issued under the authority of the Board of Regents as it relates to the governance of university travel and expense policies created under Wis. Stat. § 36.11(56).

References and Constraints

Regent Policy Document 21-5, University Travel Policies

UW System Administrative Policy 405 (SYS 405), Travel & Expense – General Policies (formerly 1200 (ANS))

UW System Administrative Policy 435 (SYS 435), Headquarters City & UW System-Sponsored Events Policy

University System Purchasing Card Policies

UW System Administrative Policy 336 (SYS 336), Sales and Use Tax (formerly F2)

IRS Publication 463

Definitions

Please review keyword definitions in relation to the above policy.

Business Objectives of Policy

  • Define miscellaneous travel expenses
  • Define purchase and payment requirements
  • Prescribe receipt and expense reporting requirements in accordance with applicable tax laws.

Policy Statement

This policy and any related procedures apply to all individuals, including employees, students, consultants/contractors and other non-employees, traveling on behalf of the University and requesting payment or reimbursement of miscellaneous travel expenses.

Miscellaneous travel expenses are defined as those costs not considered primary means of transportation, lodging related or included under the University’s meal and incidental per diem allowance.

Where miscellaneous transportation is expected to be the primary transportation, comparison of cost must be made to the most reasonable form of other public transportation, typically airfare.  See UW System Administrative Policy 410 (SYS 410), Purchase & Payment of Business Air Travel for comparison and receipting requirements.

Miscellaneous Travel Expenses

Train travel

  • Travel by train is limited to coach unless overnight, where accommodations are limited to a roomette. The payment or reimbursement for intercity train travel will not exceed the lowest cost of the most reasonable form of other public transportation.
  • The origin starting point, destination and business purpose must be indicated on the reimbursement request.
  • Receipts are required for all train travel regardless of cost.

Bus

  • Reimbursement shall not exceed lowest cost of the most reasonable form of other public or commercial transportation options.
  • The origin starting point, destination and business purpose must be indicated on the reimbursement request.
  • Receipts must be provided if the one-way or round-trip fare, or bus pass for extended use, exceeds $25.

Taxi/Shuttle/Airport Limo/Car Service

  • Reasonable and necessary charges for taxi, shuttle, airline limousine, or car service (i.e. Uber, Lyft etc.) including tips, up to a maximum of 20% of the fare, is reimbursable when other modes of travel are not available or practical.
  • To avoid unnecessary taxi or car service expenses, travelers should utilize regularly scheduled airport bus or shuttle service between terminal facilities and hotels. Many of these options are complimentary or obtainable at minimal cost.
  • The origin starting point, destination and business purpose must be indicated on the reimbursement request.
  • Receipts must be provided if the one-way or round-trip fare exceeds $25.

Registration Fees

  • Registration fees for conferences, conventions, training, seminars, meetings, events or other programs may be centrally paid or reimbursed.
  • Documentation must include the business purpose, event dates, location, title of the event, the amount of the registration fee and the breakdown of specific costs (meals, materials, etc.) included in the fee.
  • Adequate documentation often requires obtaining both a payment receipt and a copy of the applicable page from the brochure, application or registration form.
  • Expenses for spouse, other family members, and non-business related activities, such as sightseeing tours, golf, etc. are not payable or reimbursable by the University.
  • Receipts are required for all registration fees regardless of cost.

Tolls

  • Toll costs incurred while traveling for business are reimbursable.
  • Advance deposits placed on individual toll pass accounts are not reimbursable, only the pass dollars used to cover the business tolls for the trip will be reimbursed.

Parking

  • Parking charges incurred for University business will be paid/reimbursed as follows:
    • Parking when traveling outside the headquarter city.
    • Short term parking costs incurred by driver when traveler is being picked up/dropped off at a transportation station or terminal etc.
    • Parking charges incurred within headquarter city, but not at the employee’s worksite, such as those incurred for dropping off or picking up documents, supplies, etc. Parking charges at the headquarter worksite (office, etc.) are not payable/reimbursable.
  • Receipts must be provided for all parking paid with the purchasing card and any reimbursable parking over $25.

Vehicle Rental Gas

  • Receipts are required for all gas purchases related to vehicle rentals regardless of cost.

Hotel, Air Internet Use or Other Business Communication Needs

  • Reasonable costs for required business use of the internet or wireless network incurred at the lodging site, during air travel, etc. will be reimbursed.
  • Travelers must provide a business purpose as explanation for the cost.
  • Receipts are required for any costs over $25.

Foreign/International

  • Costs associated with Foreign/International travel will be reimbursed as follows:
    • travel visas
    • required inoculations/vaccinations
    • foreign transaction fees incurred on corporate cards
    • business communications, including international calling plans when accompanied by business justification (individual phone calls are part of the M&IE per diem allowance)
  • Receipts are required for all of the above regardless of cost.

Payment or Reimbursement of Miscellaneous Travel Costs

Approved payment methods for University travel and related costs are University Purchasing Cards approved for travel, institutional or individual liability Corporate Travel Cards. With the exception of registration fees and intercity transportation that maybe pre-paid by the University, all miscellaneous travel expenses will be handled as post-travel reimbursements.

Non-Compliance

The University will not reimburse any miscellaneous travel expenses that are non-compliant with travel policy.